Class Scheduling & Payment Management Software for US Gym
Overview
About US Gym Development Center
Founded in 1988 by former Olympian João Ribeiro and collegiate gymnastics athlete Michele Ribeiro, the U.S. Gymnastics Development Center quickly established itself as a premier training facility. Over more than three decades, they’ve expanded to two state-of-the-art locations, boasting over 20,000 square feet of dedicated training space. Their commitment to excellence and comprehensive program offerings has cultivated a loyal and ever-growing community of athletes, from budding enthusiasts to competitive gymnasts.
Before working with Saritasa, we were operating as if it was the 1980s. Now, we have a system where we can see customers’ data, add their credit card information, and store it safely. We can also run automatically instead of manually.
I’m most impressed by how Saritasa has achieved our vision, which no other company was willing to do. Our pricing is complex, so most providers told us to use existing programs for payment. However, we knew our specific system worked for us, so it was important to custom-build our system, which Saritasa has done, changing how we do business.
Allie GaissCOO of US Gymnastics Development Center
Their Challenge
As US Gym expanded, so did the complexity of its operations. Offering a diverse range of programs across two facilities, they struggled to manage administrative tasks that relied heavily on spreadsheets and an outdated, unfinished 10-year-old software system. Manual processes, especially for monthly payment collection, became a significant bottleneck. A modern, integrated solution was essential to support their continued expansion and streamline their complex operations. The search was on for a robust gymnastics class management software system that could handle their unique needs.
Our Solution
US Gym’s unique operational workflows and long-standing business processes made off-the-shelf software solutions impractical. They required a custom gymnastics class management software solution precisely designed to automate their specific business needs and drastically reduce manual labor, as their previous attempt at a scheduling tool was incomplete. Saritasa stepped in to provide a comprehensive solution, designing, developing, deploying, and maintaining a sophisticated web-based gym management system. This bespoke platform was engineered to streamline every facet of their operations, from initial student registration and instructor management to highly flexible class scheduling and fully automated payment processing, transforming their day-to-day operations.
Our Approach
What Saritasa Did
Complex Business Logic
With over three decades in business, US Gymnastics developed specific business processes that they managed through complex spreadsheets. Our dedicated team invested significant time in thoroughly understanding every nuance of their existing workflows. This in-depth analysis was crucial for translating their established processes into the logic of their new custom software, ensuring the system perfectly mirrored and optimized their real-world operations.
Scheduling System
The core of the new gymnastics class management software is its robust scheduling system, which includes an intuitive calendar for organizing classes, assigning instructors, and managing attendee rosters. The system handles a wide variety of class types, from “Mommy & Me” to “Ninja,” each with specific operational characteristics, such as mandatory registration or drop-in acceptance. All attendance is meticulously tracked within the system, providing accurate data essential for streamlined billing.
AI-Powered Scheduling Predictions
To further optimize class offerings, we integrated an AI-powered class scheduling prediction tool into the system. We trained the AI on historical class data, including specific times, days, and whether classes were full. Now, as US Gym’s team schedules new classes, the software leverages this AI to provide predictions on whether a class is likely to be full, enabling more effective and data-driven scheduling decisions.
Payment Management
Previously, US Gym’s team spent days each month manually processing payments. With the new system, they can now process all payments in under an hour, a revolutionary improvement in efficiency. The system primarily integrates with Stripe but also accepts cash or check, expertly handling complex discounts for multiple children, early payments, and multi-class pricing models, significantly reducing errors and improving cash flow.
Front & Backend Development
Our team developed both the front-end (Angular) and back-end (Python) components of the gym class management software. The entire platform is securely hosted on Amazon Web Services (AWS) for flexible scaling and high availability. Saritasa continues to provide ongoing support and maintenance, ensuring smooth operation and evolving the system with additional functionalities to further enhance its capabilities.
